Property Management System Tender

Property Management System Tender

Delivery of a replacement cloud hosted property management system.

United Kingdom-Cambridge: Software programming and consultancy services

2020/S 026-060276

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Cambridge City Council
Postal address: Guildhall
Town: Cambridge
NUTS code: UKH12
Postal code: CB2 3QJ
Country: United Kingdom
Contact person: Mrs Harriet Lisa Chebet
Telephone: +44 1223458178
Internet address(es):Main address:

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


Cambridge City Council — Property Management System

Reference number: DN460822

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Delivery of a replacement cloud hosted property management system

II.1.5)Estimated total value

Value excluding VAT: 350 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKH12

II.2.4)Description of the procurement:

The Council is seeking a property database system that is capable of supporting the fullest functionality across the range of property management activities. It needs to be capable of being implemented in an incremental, modular way to reflect the Council’s priorities. The system is expected to hold a full record of the Council’s ownership (both housing and non-housing assets) and be used for the management of the Council’s operational and commercial property portfolio. The management of Council’s housing stock (tenancies, etc.) is not included within the scope of the system. The Council’s aim for a property service which is effective at a strategic and technical level and that can ensure the Council’s property portfolio is statutory compliant, fit for purpose, cost efficient and in the context of the commercial portfolio contributing to the Council’s revenue budget by maximising income from its property holdings. It should support:

— the full functional requirements covering the broad scope of property activities the Council undertakes,

— integration with other key specialist software the Council uses for Finance, Corporate GIS and capital accounting,

— comprehensive recording of data across all the statutory compliance requirements relating to properties,

— the ability to ‘publish’ data to meet the Council’s requirement under the transparency code,

— improved performance reporting, particularly for the commercial portfolio,

— effective coordination of all property activities through use of diary alerts to ensure timely and effective actions on property matters including estate management actions.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 350 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

The initial contract duration is 5 years with an estimated value of 100 000 GBP to 150 000 GBP.

The contract includes the option to apply 8 number extensions each of 2 years long making a maximum possible extension of 16 years and a total contract duration of 21 years. The value of these extension is estimated at 200 000 GBP making a total contract value of 350 000 GBP over the 21 years.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

As set out in the tender documents.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Competitive procedure with negotiation
IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.1.5)Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2020/S 007-011505

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 04/03/2020
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 11/03/2020

IV.2.4)Languages in which tenders or requests to participate may be submitted:

IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Official name: High Court
Postal address: The Strand
Town: London
Postal code: WC2A 2LL
Country: United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: